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HomeMy WebLinkAbout2002/11/18 - ADMIN - Agenda Packets - City Council - Study SessionCity Council Special Meeting November 18, 2002 Meeting to begin immediately after Council meeting Discussion Items 1 Rec Center Roof Contract for Engineering and Architect Document 2 Discussion of process to be used for filling City Council vacancy Document Auxiliary aids for individuals with disabilities are available upon request. To make arrangements, please call the Administration Department at 952/924-2525 (TDD 952/924-2518) at least 96 hours in advance of meeting. St. Louis Park City Council Special Meeting Agenda Item: 111802 - 1 - Rec Center Roof Replacement Page 1 of 4 1. Rec Center Roof Contract for Engineering and Architect Recommended Action: Approve contract with the firm of Krech, O’Brien, Mueller & Wass, Inc. (KOMW) to prepare construction documents for replacement of the Rec Center roof in an amount not to exceed $86,000. Background The City of St. Louis Park has been working with the engineering and architect firm of Krech, O'Brien, Mueller & Wass, Inc. (KOMW) to design and provide a cost estimate for the Rec Center roof replacement. At the time that the City Council approved the agreement for design work, there were many unknown items relative to how the roof would be replaced. Many of these unknown issues were not resolved prior to initiating the 2003 Capital Improvement Budget. For the purposes of budgeting, staff estimated that the existing roof could be replaced for 1.8 million dollars. Current Cost Estimate The firm of KOMW has now completed the first phase of design. Staff met with representatives from KOMW and an independent cost estimator to obtain an estimate of costs for the construction of the Rec Center roof replacement to occur in the spring and summer of 2003. The cost estimates from KMOW are 2.6 million dollars. This includes the design services, construction documents, and construction administration. In the memo to council dated November 12, 2002, staff indicated that costs could be higher. Cost estimates have now been refined and KMOW believes that 2.6 million dollars is a conservative number. Since the construction documents have not been completed, it is necessary to remain conservative. When the construction documents have been completed, the design contingency, which is $212, 216, will be a known number. At this time, it is just an estimate. This area alone can reduce the budget needed for the project. In addition to the cost of replacing the roof, there are several other items that are included in the cost estimate. Removing the existing wood beams is a significant cost item. We have two ways to accomplish the demolition. We can use a very large crane (there is only one in the state that is large enough to accomplish the task) that is stationed on the west side of the building. Because of the size of the crane, the cost of having it on site and operating it is approximately $325,000- $350,000. In addition to the cost, the safety area around the crane while it is working limits the use of the west side of the building (banquet room, office space and some of the aquatic park). Staff has not estimated what the costs would be to relocate offices and close the banquet room. The crane would potentially block 36th Street at times while it is maneuvering. The other option is to use a smaller crane. The smaller crane will enter through the north wall, which will mean tearing down part of the concrete wall and replacing it once construction is complete. The crane will drive over the concrete floor resulting in the need to replace the floor and the refrigeration system once the roof replacement is complete. Staff is advocating the use of a smaller crane because the costs are essentially equal. When using the smaller crane, the costs of a new floor and new refrigeration system are added in for a cost of approximately $350,000. When using a larger crane, the end cost is about the same. However, St. Louis Park City Council Special Meeting Agenda Item: 111802 - 1 - Rec Center Roof Replacement Page 2 of 4 we do not end up with a new concrete floor or refrigeration system unless the contractor drops a beam during the demo process and we are forced to purchase a new system in the midst of the project. Project Costs that need to be incurred regardless of the Roof Replacement It is important to keep in mind that approximately $700,000 of the proposed cost is for items that need to occur regardless of the roof replacement project. In the 2002 CIP, staff had planned to spend $300,000 for a new roof membrane across the entire west side of the building including the arena. The 2002 CIP also included $15,000 for removal of the west side exposed beam. These items were not done this year because it made sense to wait and include them the larger project. There is $60,000 budgeted in the 2004 CIP for new bleacher seating in the arena. That will be moved to 2003 and incorporated into this project. The refrigeration system in the floor of the west arena is the original system put in with the arena making it over 30 years old. Although we have not yet had problems with the existing system, we anticipated having to replace it in the next 5 - 7 years. Other alternatives When the north beam failed, staff thoroughly explored all opportunities to fix the existing wood beam structure using the epoxy injection system. The cost estimates for doing the epoxy were $600,000 for the project costs with additional costs spent on annual testing. Due to the level of decay in the beams, the City was not able to get a consultant or contractor to guarantee the longevity of the work. Thus, staff decided not to spend $600,000 on epoxy injection and spend $700,000 on items that need to be replaced in the arena for a total of 1.3 million and still have an arena that is subject to an interior beam breaking inside the arena. If the epoxy injection doesn't work and the additional beam fails, the 1.3 million was wasted money. We would then be in a situation where we needed to put a new roof on and spend the $700,000 again with the repair. Recommendation Approval of Phase II contract with KOMW, Inc. to prepare construction documents for the replacement of the Rec Center roof is recommended. This contract is for an amount not to exceed $86,000, which includes printing and other miscellaneous reimbursable. A copy of the scope of services is attached. Funding The City’s Finance Director, Jean McGann, is recommending the project be funded with GO Bonds. The exact impact on the Capital Improvement Program can be better calculated after final costs are determined. The additional cost can be managed either by deferring other projects or by increasing taxes for debt service. The debt service carrying costs of the current estimate above what is currently planned in the CIP would be in the range of $80,000 per year. In very rough terms that equates to about $5 per average home. We have not determined which projects would be deferred if we decide not to increase taxes to cover debt service. Prepared By: Cindy Walsh, Director of Parks and Recreation Approved By: Charles W. Meyer, City Manager Attachments: Proposal Letter from Krech, O’Brien, Mueller & Wass, Inc. St. Louis Park City Council Special Meeting Agenda Item: 111802 - 1 - Rec Center Roof Replacement Page 3 of 4 November 13, 2002 City of St. Louis Parks and Recreation Department Attn. Cynthia S. Walsh 3700 Monterey Drive St. Louis Park, MN 55416 RE: St. Louis Park Ice Arena Proposal Letter Project No.: 02051 Billing Group No. 5 Dear Cynthia: Thank you for requesting this proposal of architectural, structural, mechanical, and electrical design services for the renovation of the existing roof structure at the Rec Center. We are glad to move forward with you on this project. Below is our understanding of the project including scope of services, professional fees, and billing terms. SCOPE OF PROJECT: The proposed project is located at the existing Rec Center located at 3700 Monterey Drive in St. Louis Park, MN, currently owned by the City of St. Louis Park. Our design assumptions include: § The project will proceed into the next phases of design based on the design development drawings dated 11/06/02 on file at the office of Krech, O’Brien, Mueller and Wass, Inc. § The proposed design will consist of steel joists, metal roof deck, precast concrete insulated panels, insulated epdm roofing, concrete masonry, limited mechanical, and limited electrical. § Performance specification only for fire protection system. Design by others. § Existing mechanical and electrical utilities at the site are adequate in capacity to support the proposed project. SCOPE OF SERVICES – ARCHITECTURAL, STRUCTURAL, MECHANICAL & ELECTRICAL: The scope of our services will be divided into the following design phases: Construction Documents § We will prepare construction drawings and project manual suitable for bidding. We anticipate that there will be three bid packages. They are as follows: 1. Bid Package No. 1: Demolition 2. Bid Package No. 2: Structural Steel 3. Bid Package No.3: General Construction § Develop construction documents with design team reviews at 50%, 90% and red-mark stage. St. Louis Park City Council Special Meeting Agenda Item: 111802 - 1 - Rec Center Roof Replacement Page 4 of 4 § Provide bidding/construction sets to the City for review and approval. § Make necessary changes to documents as identified by “red-mark review”. § Coordinate printing of bidding/construction documents. Bidding § Distribution of bidding/construction documents to bidders, plan houses, City and design team. § Complete regulatory agency application and request plan reviews. § Review bidders’ questions and issue addenda if necessary. § Obtain review and approval from the regulatory agency. § Assist City in receipt and review of bids, and assist in negotiations and/or pre-award meetings with contractors if necessary. § Assist in preparation of contracts between City and contractor. DESIGN TEAM: The Design Team proposed for this Project is as follows: Architect: Krech, O'Brien, Mueller & Wass, Inc. Structural Engineer: Krech, O'Brien, Mueller & Wass, Inc. Mechanical & Electrical Engineer: M & E Engineering, Inc. Construction Consultant: Professional Project Management PROFESSIONAL FEES/BILLING TERMS: Design services would be performed on a fixed fee basis based on the following amounts: Design Services Construction Documents $ 71,500.00 Negotiation/Bidding $ 8,000.00 Total $ 79,500.00 Printing and misc. reimbursables $ 6,500.00 Contract amount $ 86,000.00 It is our understanding that the intent of the city would be to contract with our firm for construction administration at a later date. Reimbursable expenses will be billed at cost plus twenty percent (20%) in addition to the fee for our services, including but not limited to: blueprinting, plotting, governmental reviews, photocopies, color printing, long distance calls, reductions, postage, deliveries, facsimile transmissions, mileage, photographs, insurance, meals, lodging, airfare, etc. We estimate that these services would not exceed $ 6,500. If the scope of the project changes substantially the design fee will be renegotiated with the City or the City’s representative. St. Louis Park City Council Special Meeting Agenda Item: 111802 - 2 - Council Vacancy Process Page 1 of 7 2. Discussion of process to be used for filling City Council vacancy Background: As a result of Council Member Ron Latz’s election to the State House of Representatives, a vacancy will exist on the City Council. In accordance with our City Charter, the City Council may appoint a citizen to fill the remainder of the term, which runs through December of 2003. Attached are an announcement, application materials and a suggested timeline for completing this process. Attachments: Proposed Application Materials Prepared by: Cindy Reichert, City Clerk Approved by: Charles W. Meyer, City Manager St. Louis Park City Council Special Meeting Agenda Item: 111802 - 2 - Council Vacancy Process Page 2 of 7 Announcement can be tailored for publication on website, Sun Sailor (Nov 27) and for posting. November 19, 2002 Dear St. Louis Park Resident: As a result of Council Member Ron Latz’s election to the State House of Representatives, a vacancy will exist on the City Council. In accordance with our City Charter, the City Council intends to appoint a citizen to fill the remainder of the term, which runs through December of 2003. As a resident of the city, you are being invited to apply for this position. This is an opportunity to give something back to your community by becoming a member of your city’s decision making body. The only requirements are that you be a qualified voter and a resident. If you are interested in being considered, please contact Cindy Reichert at (952) 928-2840 to obtain an application. You can also download an application from our website: www.stlouispark.org. All candidates are being asked to complete this form to provide information on their background and interests. Applications must be received by 4:30 p.m. on December 4, 2002. Thank you for your interest in our community! St. Louis Park City Council St. Louis Park City Council Special Meeting Agenda Item: 111802 - 2 - Council Vacancy Process Page 3 of 7 Please return application to: Cynthia Reichert, City Clerk 5005 Minnetonka Blvd St. Louis Park MN 55416 Fax: (952) 924-2170 CITY COUNCIL VACANCY Expression of Interest The City of St. Louis Park welcomes your interest in filling the vacancy on the City Council created by Council Member Ron Latz’s election to the State House of Representatives. In accordance with the City Charter, the City Council intends to appoint a resident of the city to fill the term, which runs through December of 2003. The Council is committed to an open process for this decision. All interested individuals are required to fill out this form to provide background information for the council’s consideration. The only requirements are that you be a qualified voter and a resident. You may also attach a resume if you wish. Please note applications must be received no later than 4:30 p.m. on December 4, 2002. December 4, 2002 Deadline for applications (4:30 p.m.) December 9, 2002 Council reviews applications and determines which candidates will be invited for interviews December 16, 2002 Council interviews finalists January 6, 2003 Council appoints replacement If you have any questions regarding the process, please contact City Clerk, Cindy Reichert at (952) 928-2840. DATA PRACTICES ADVISORY We are required to provide the following information to you. Under Minnesota law, your name and home address are public information, which must be provided to anyone who requests it. If you are appointed, the following information will also be public: education and training background, previous work experience, work location, a work telephone number, and any expense reimbursement. The other information requested below is classified as private. This information will be used by the City Council in determining whether you should be appointed to the council vacancy. Therefore, all of the information will be provided to the City Council in a public forum and will be reviewed in public. Failure to provide the requested information may result in your not being considered for the appointment. If you have concerns about providing any of the requested information, please contact City Clerk, Cindy Reichert at (952) 928-2840 St. Louis Park City Council Special Meeting Agenda Item: 111802 - 2 - Council Vacancy Process Page 4 of 7 PERSONAL INFORMATION Name Ward __________ Address _______________________________________________ Zip Code _____________ Phone (H) (W) (FAX) ____________________ E-mail_______________________________________________________________________ How long have you been a resident of St. Louis Park? ___________ If appointed, would you plan to seek reelection to a full term? Yes No Undecided ___ Please explain: Are you or any of your family members presently employed by the City of St. Louis Park or serving on any of the City's advisory boards? Yes No If yes, explain: EXPERIENCE AND EDUCATION Employer: Occupation: Education: Community service, civic and professional activities: St. Louis Park City Council Special Meeting Agenda Item: 111802 - 2 - Council Vacancy Process Page 5 of 7 ADDITIONAL INFORMATION Why are you interested in becoming a member of the St. Louis Park City Council? What strengths and abilities would you bring to the City Council? St. Louis Park City Council Special Meeting Agenda Item: 111802 - 2 - Council Vacancy Process Page 6 of 7 What are the most important issues facing our community over the next two years? The next ten years? What role should the City Council play in addressing these issues? What do you think your role should be? St. Louis Park City Council Special Meeting Agenda Item: 111802 - 2 - Council Vacancy Process Page 7 of 7 CONFLICT OF INTEREST If appointed, you will be required to provide a statement of financial disclosure. Conflicts of interest may arise by the participation in any activity, recommended action or decision from which you receive or could potentially receive direct or indirect personal financial gain. In accordance with this definition, do you have any legal or equitable interest in any business, however organized, which in the course of your participation on the City Council, could give rise to a conflict of interest? Yes No If yes, please provide details: Do you own any real property located in St. Louis Park, other than your residence, in which you have a legal or equitable interest which, in the course of your participation on the City Council, could give rise to a conflict of interest? Yes No If yes, please provide details: As a City Council Member, what issue(s) might cause conflict between your civic responsibilities and your personal or professional interests? How would you manage these conflicts? Thank you again for your interest in serving on the St. Louis Park City Council. _______________________________________________ _____________________ Signature Date